Executive Administrator

Job Title: Executive Administrator

Department: Retail

Reports To: Director of Human Resources

Classification: Exempt

Updated: January 2026

Position Summary

The Executive Retail Assistant is responsible for the day-to-day administrative process for the retail division and support services, allowing retail brokers to leverage their time and resources as they network or market commercial retail properties, represent retail buyers and sellers, and develop commercial retail properties.

Essential Functions

• Prepare correspondence, proposals, listing agreements, and contracts for retail brokers
• Provide support and assistance with a range of daily tasks for the retail department, including calendar management, ordering lunches, receptionist duties, etc.
• Keep a tickler file for supported team of expiration dates of important documents/permits, i.e. Broker's License, TSA Pre-Check, Passport, etc.
• Run demos using mapping and demographic software, including Sites USA and Google Earth
• Mapping: plot site locations and/or retail competition maps using mapping software
• Maintain market aerials/maps on current territories, including our clients' stores, competitors, major malls, and big-box retail
• Utilize GIS and local government offices to locate ownership, property records, and tax information
• Perform demographic analysis as requested by our clients, including locating potential "hot spots."
• Create materials for Real Estate Committee (REC) packages with aerials, market maps, demographics, drivetime zone maps, distance maps, and any other information required
• Assemble books for market tours, including market maps, contact brokers for property brochures, interface with Chambers of Commerce and Economic Development Committees
• Manipulate site plans, aerials, and other maps and documents in Photoshop Elements, Microsoft Publisher, and Snagit for Leases, Committee Review, Exhibits, and Broker Research
• Under the broker's guidance, assist in obtaining items required to close deals, including subdivision maps, permits, environmental reports, engineering reports, etc., and interface directly with vendors to obtain these items.
• Manage commission invoicing with accuracy and confidentiality
• Maintain Real Estate Licensing for all Brokers at The Keith Corporation
• Gather all retail listing information and provide it to the Marketing department for placement in external commercial databases
• Advise the Marketing department of new listing signage needs and provide relevant location and signage information.
• Maintain a neat and orderly work area.
• Planning, preparation, setup, and cleanup of internal and external retail broker meetings, luncheons, etc. Provide meeting support to other teams as needed
• Calendar management for multiple brokers
• Assist with the year-end budget for the retail department
• Prepare expense reports for the retail department
• Develop and maintain a positive working relationship with personnel on all levels, both within the company and with clients.

Other Functions

• Develop and maintain contact lists, client lists, prospect lists, etc.
• Assist brokers in creating prospect lists
• Perform database searches for retail brokers as requested and in the format requested.
• Manage any errands the retail brokers require (e.g., picking up blueprints, color copies, making deliveries, etc.)
• Arrange for travel, hotel, and car reservations
• Maintain membership records of various Broker affiliations, including ICSC, CCIM, etc.
• Occasionally provide backup support to the Receptionist as needed
• Assist brokers with personal errands & appointments

Competencies

• Strong interpersonal and problem-solving skills
• Excellent verbal/written communication and presentation skills
• Proven record of providing excellent customer service
• Highly organized, detail-oriented, ability to multi-task, and exceptional time management skills
• Determine priorities based on urgency and various deadlines
• Ability to assess workplace challenges and develop creative solutions

Technical Skills

• High proficiency in MS applications, including Outlook, Word, Excel, and PowerPoint
• Proficient in Publisher, Internet Research, Costar, Zipforms, and Mapping Software. (Photoshop Elements and Google Earth a Plus)

Knowledge, Skills, Abilities

• Associate degree (required)
• Bachelor's degree (preferred)
• Possess or be willing to obtain a notary commission certificate
• 5+ years of experience as a processing assistant or administrative assistant with similar duties
• Valid driver's license (required)
• Familiar with standard concepts, practices, and procedures within the field of commercial real estate

Position Type / Expected Hours of Work

This is a full-time, exempt position with working hours Monday through Friday. Some overtime, holidays, or weekends may be required

Travel

Occasional travel may be required for this position.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment, which requires you to be onsite.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.


While performing the duties of this job, the employee is regularly required, but not limited to, talk, see, feel, hear effectively, kneel, bend, squat, stand, walk, climb a ladder or stairs, and the ability to pick up or carry up to 50 lbs. The employee is frequently required to sit or stand for an eight-hour shift in front of a computer and use hands to handle and reach.


Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

EEO Statement

The Keith Corporation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, The Keith Corporation complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The Keith Corporation expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Keith Corporation's employees to perform their job duties may result in discipline up to and including discharge.